Catering can make or break an event. Whether it’s a corporate function, private celebration, or outdoor festival, the food and drink you provide will set the tone and leave a lasting impression on your guests.
With so many details to consider, including menus, budgets, logistics and more, it can be easy to miss something important. Poor planning can quickly lead to problems like food shortages, long queues or guests left without suitable options.
This checklist will guide you through the essentials of event catering and show why choosing the right caterer makes all the difference. From setting your budget and confirming guest numbers to planning for the unexpected, you’ll find everything you need to keep your event stress-free.
1. Set a realistic catering budget
Before you start thinking about menus or service styles, set a realistic budget for catering. Without a clear plan, you risk overspending or facing hidden costs later. Your catering budget should cover:
- Food and drink costs
- Staff fees (chefs, servers, bar staff)
- Equipment hire if needed
- Travel and logistics for mobile units
- Extras such as mobile bar hire.
At British Event Catering, we work closely with clients to design tailored packages that fit their budget, ensuring no surprises down the line.
2. Confirm guest numbers early
Caterers plan everything around how many people they’re serving. Inaccurate guest counts can lead to food shortages, unnecessary overspending or wasted stock.
We recommend doing the following:
- Prove an initial estimate as early as possible
- Confirm final numbers well ahead of the event
- Factor in last-minute additions (about a 5-10% buffer)
3. Choose a menu that fits your event
Your menu should suit the style of your event, your guests and the venue.
For example:
- Corporate events: refined, easy-to-eat dishes that suit networking
- Outdoor events: hearty options served quickly to large numbers
At British Event Catering, we offer flexible menus to suit every occasion, all served from our modern mobile catering units.
4. Plan for dietary needs
No guest lists are the same, and modern event catering must be inclusive. Some guests may have allergies, intolerances or dietary preferences (such as vegetarian, vegan, halal, or kosher). Gathering this information in advance allows your caterer to create safe, appealing options for everyone.
For a deeper look at how to manage these needs, read our guide to catering for special dietary requirements.
5. Pair food with the right drinks
No event feels complete without the right drinks to match the menu. From cocktails and mocktails to soft drink packages, plan your drinks offering to complement your menu.
At British Event Catering, we can provide mobile bar setups to match your food offering, making it easy to create a complete catering solution.
6. Prepare for the weather and have a solid backup plan
For outdoor events, weather can make or break the experience. Smart planning means your catering won’t stop when the skies open.
- Check if your caterers’ mobile units can operate in adverse conditions
- Arrange a sheltered serving area or marquee
- Communicate contingency plans to guests in advance
Having a solid plan B will save you stress on the day and keep your event running.
7. Book early and confirm logistics
The best catering companies will book up quickly, especially during peak event seasons. Secure your caterer well in advance and confirm all logistics as early as possible.
The more details you finalise ahead of time, the less you’ll need to worry on the day of your event.
Stay organised on the day of the event
The day of the event is when all your preparation pays off.
To keep everything running smoothly.
- Assign a single point of contact: this avoids confusion and ensures your caterer can get quick approvals if needed.
- Trust your catering team: Let them manage the flow of food and drink so you can focus on hosting.
- Check setup early: Make sure your catering team has access to power, water and waste disposal if required.
- Keep communication open: Agree on how updates will be shared
- Do a quick walk-through: Before the service starts, check that everything is in place and running to plan.
Book reliable event caterers for your next event
Catering isn’t just about food; it’s about creating an enjoyable experience for your guests. From setting your budget and confirming guest numbers to handling dietary needs and preparing for the unexpected.
At British Event Catering, we take the stress out of event catering by offering tailored solutions to suit every occasion. Whether you’re planning a corporate function, private celebration or large outdoor event, our modern concession trailers, flexible menus, and professional staff ensure everything runs seamlessly from start to finish.
With mobile bar hire, inclusive menu options and a highly skilled team who are experienced in catering for events across the UK, we’re here to help you deliver an unforgettable event your guests will love.
